Record details view

The Record details view shows you extra information about any item in a list of search results.

To see extra information about an item, click the item title in the list of search results or click Read More.

Record details view search

The Record details view can be seen below.

At the top of the page is the full title of the document you have selected to look at.

Record view4

Underneath the title are 5 tabs:

Details tab
Browse by Hierarchy tab
View at The Keep tab
User comment tab
Add to Wishlist tab

Details tab

The details tab will usually show you:

  1. The document title
  2. The document reference number.
  3. The owning partner of the document
  4. The creation date of the document
  5. The document Level.  This refers to the level of the document in the hierarchy of the collection.

The Details tab could also include a more detailed description with information about copyright, its extent (e.g how many pages), history about of the creating organisation or person, or any other pertinent information to describe the item more fully and to provide a context for it.

Record view4

This hierarchy shows the parent records of the current record.

On the right of the record details, or just above them,  you will see the Hierarchy box.  This shows the parent records of the document you are viewing so you can see contextual information about it.  See below for more information about the Hierarchy.

At the bottom of the Details tab you see the User Tags box.  Here you can add any tags that you think might be appropriate to describe the document.  This document will then show up in searches when someone makes a search using any of the term(s) in your tag.

Browse by Hierarchy tab

This tab shows the whole archive that the document belongs in.


What is the hierarchy?

The different component parts of an archive are related to each other, both horizontally – for example two minute books – and vertically – for example all the minute books of whatever sort from an organisation. Archivists preserve these relationships when they are listing records, and the resulting chart of how the records in an archive relate to each other is called The Hierarchy. Another way of looking at it is as an upside-down tree, in which the trunk is the archive, the branches its main sections, the twigs the sub-sections and the leaves the documents themselves.

You may well have found a document by doing a word-search; the beauty of the hierarchy is that it enables you to learn more about the document by seeing it as part of the larger organisation or person that produced it.

When you see the hierarchy or tree on the Keep website, you’ll notice that the arrangement is as much horizontal as vertical – the tree is lying on its side. This is to help you see more clearly how the different elements of the collection relate to each other.

See our FAQ ‘What is the hierarchy’ for more information about the hierarchy.

For a more detailed description of the Hierarchy see the guide on the Archives Hub:


How to browse the hierarchy

hierarchy air raids

You can browse the hierarchy by clicking on the plus buttons next to the reference numbers to expand a section.  You can click any reference number or title to go to that record.

You can click on the Collection level entry to see the document in its broadest context. 

Or you can click on an entry directly above the level of the document you are currently viewing to understand its immediate context. 

You may currently be viewing an entry higher up the hierarchy that you can’t order and want to see documents lower down in the hierarchy; do this by clicking the plus button next to the current entry (highlighted in bold) to see documents further down the hierarchy that can be ordered.  For more information about documents that can’t be ordered see the FAQ Why can’t some documents be ordered?

Using the Browse Hierarchy tab is a powerful finding tool.  Sometimes the best way to find a record is to get into a hierarchy and browse it until you find records that interest you.  For example:

You may be interested in looking at records in the Mass Observation Archive to do with air raids during the Second World War.

In the search box, you type ‘mass observation air raids’

The second result in this list interests you and you click on the record title to see more details:

Click on the Browse by Hierarchy tab. 

Click ‘Jump to this document in the hierarchy’

If you scroll up you will see that this document is listed underneath a section call TC23 Air Raids 1938-45.  This means that every record underneath this section will be to do with air raids.  You can click on the TC23 entry to get more contextual information about this section (e.g general information about all the records in this section and how they are related) and then go on look at more records in the section.


View at The Keep tab

When you have decided you want to see the document you are viewing, you can push the View at The Keep tab to order the document to see at The Keep.

You must be signed in to order documents.  You can sign in from any record view page by clicking Please sign in to your account just above the Add to Wishlist tab.  See the guides Signing in and Register for a reader card for further details.

order in advance 3When you are logged in the View at The Keep tab will give you options or information about the order status of the item you are looking at. 

See the guide Ordering in advance for further details about how to order a document.

See the FAQ Why can’t some documents be ordered for more information about documents that you can’t order.


User Comments


The User Comments tab is for you to leave a message for The Keep about the record you are looking at. 

This could be further information about the record you think should be included in the description, any errors in the description you might find or any other message you may care to leave in relation to the record. 

If your comment requires a response, you will receive an email from an archivist of the owning partner of the record.


Add to Wishlist

The Add to Wishlist tab lets you add this record to your Wishlist.  See the guide Wishlist for more information about the Wishlist.

Continue searching

search and return

You can return to your search results at any time by clicking Back to search results. 

You can perform a new search by entering a search term in the search box at the top of the web page.